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RFP09-9320-04-13AM

ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM April 1, 2009 Question/Answer Question 1. What are the existing interfaces that we need that we need to use? Answer 1. See Architectural documents attached Question 2. Can we get the existing architecture of the current systems? Answer 2. An architectural diagram is provided showing FLVS's connectivity to all systems. Our ERP suite is an ASP environment, so we do not have the actual system architecture for each system in the infrastructure, please see attached. Question 3. Extract and Load data - Can we get the technical interface specifications? Answer 3. Provided in the Interface Spec Doc, please see attached Question 4. Is it possible to get a copy of your current tools? Answer 4. If you mean current system no, we are hosted by the service provider. Question 5. What is your exact definition of "Web based" and ":web enabled"? Answer 5. FLVS is using web-enabled to refer to systems that are using client server technology in which there is a client component required to access the system vs using web technology in which there are no client components required.

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Question 6. Can you post examples of reporting that you currently use? Answer 6. Please see examples provided below. Question 7. How would you like us to denote that an item is a trade secret in the proposal? Answer 7. The requirements for this are spelled out in the RFP, Section 7: General Terms and Conditions, Page 17, Line item 21 including specific Florida Statues to refer to. Question 8. In the section titled Technical Infrastructure Requirements under the Internet Access sub-section the first requirement states: System shall be web-based, NOT web-enabled, Can you please provide at technical definition of both web-based and web-enabled? Answer 8. FLVS is using web-enabled to refer to systems that are using client server technology in which there is a client component required to access the system vs using web technology in which there are no client components required. Question 9. The service provider shall allow for a minimum of one release annually for FLVS requested and approved enhancements. Is it your expectation that all FLVS software enhancement requests be addressed within a one year period or less? Answer 9. Yes Question 10. Is it your expectation that there will be a FLVS specific version of the software? Answer 10. That is a vendor decision. It is our expectation that our functional requirements are met. Question 11. Is it your expectation that cost for developing specifications and code for FLVS specific enhancements be included in the annual maintenance fee? Answer 11. The pricing model is a vendor decision. Question 12. If not, has FLVS set aside funds to support such a development program? Answer 12. No

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Question 13. Finally, when can we expect to see the transcripts from Q&A section of the 3/24 Vendor’s meeting? Answer 13. TBD Question 14. There are areas in the RFP that require a form or functional checklist be completed. It would be easier for each vendor to respond to the RFP if we had just those sections of the RFP sent to us in an electronic format – word, excel, etc. That way, we can type our responses directly on your forms. Answer 14. We have posted a new requirement matrix (Appendix I-A and J-A) which makes it easy for vendors to reference their answers to specific line item requirements. Question 15. What is the FLVS’ Operating Budget ? Answer 15. This was answered previously. $96,505,915 Question 16. How many employees does FLVS have? Answer 16. 1,000 Question 17. What is the budget for this project? Answer 17. RFP responses will be the final determinant for the budget as previously stated. Question 18. May we request a soft copy of the requirements section of the RFP in MS WORD or Excel format to provide responses in the same format and style requested by FLVS?

Answer 18. We have posted a new requirement matrix (Appendix I-A and J-A) which makes it easy for vendors to reference their answers to specific line item requirements. Question 19. Are FLVS’ current business processes documented?

Answer 19. Some about 50%

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Question 20. Is it possible to get a copy of FLVS’ current architecture and toolsets?

Answer 20. Yes Question 21. One requirement states “System shall be designed specifically for schools”. Can FLVS further describe what is meant by this?

Answer 21. As noted in the Pre Proposal Conference, FLVS is open to all solutions, but prefers a solution that has been built to satisfy Florida State Department of Education reporting rules and Florida school district Red Book accounting rules to ensure that we don't miss a requirement and to reduce long term maintenance costs.

Question 22. Can you describe your numbering schema for current employee identification?

Answer 22. We use an incremental numbering scheme with a max of 10 characters.

Question 23. Is FLVS using CrossPointe for their Student Information needs?

Answer 23. No Question 24. If not using CrossPointe, what system(s) are they using?

Answer 24. We are using an FLVS custom built solution.

Question 25. Please share the FLVS long term plans for Student Information systems?

Answer 25. FLVS evaluates it's platforms annually and defines the course of action at that time. There is currently no plan in place to replace the existing system.

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Question 26. In the table below, please specify the planned number and % allocation of each of FLVS personnel resources available to support the Project after contract award to completion.

Category Number of Resources

Project Dedication (%)

# Years with FLVS

Project Manager

SME Budgeting

SME General Ledger

SME Accounts Receivable

SME Accounts Payable

SME Fixed Assets

SME Internal Audit

SME Purchasing

SME Procurement

SME Receiving

SME Warehousing

SME Contract Administration

SME Applicant Tracking

SME Position Control

SME Employee Management

SME Employee Absence Tracking

SME Employee Benefits

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SME Payroll

SME Worker’s Compensation/ Risk Management

SME Employee Time Tracking

SME Payroll Budgeting

SME Document Imaging

DBA

Systems Administrator

Technical Developer

Trainers

Answer 26. Resources will be allocated based on the needs of the project. The below is a baseline to start with. There are cases where 1 person would be handling multiple areas.

Question 27. Are there any special testing methodologies used by your organization that require a Quality Assurance or Audit Group to test and sign-off on Initial or User Acceptance Testing

Answer 27. Our testing methodology follows the traditional approach. We have 2 levels of approval, Technical and User Acceptance Testing.

Question 28. If so, are there timeline requirements that should be noted?

Answer 28. The timeline is subject to the development of the implementation project plan.

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Interface Specifications – Expense Expert

Overall strategy

• Incorporate header data info into the system somehow, per David Dean • Fields on the current file will be ignored by CP if not needed for processing, can revisit this approach post implementation

Specifications:

• This file will be generated by Concur, and FTP batched to FLVS for processing. • CrossPointe will customize a program to:

o Read all reimbursement (transactional) records o Locate the employee HR/Payroll Master, based on the Employee-ID

If for some reason the Employee-ID is not valid, an error will be generated for the accounting department to investigate. o Determine the Accounting information default for that Employee’s Payroll, including the:

Fund Function Center/Location Project

o Add this accounting information to the reimbursement request record, along with the Object Code which was passed down from the Concur system, and format the complete Account Strip code for posting to the General Ledger.

o If that Employee’s payroll cost is split between multiple accounts: Only the primary accounting information will be passed down All accounting percentages will be passed down with the appropriate percentages, for every reimbursement line items

o The Invoicing/accounting clerk will process this file like any other Invoice file: They can review each individual invoice and flag as acceptable to pay Or they can hold an invoice for further investigation Any reimbursement request can be modified with a more appropriate accounting codes before processing.

o Once accepted by the accounting clerk, the approved payable amounts can be merged with a payroll run so that the employee will receive only one check/deposit, with the reimbursement details to be printed on the check stub.

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Interface Specifications – Expense Expert

Ref Field Name Concur Attribute

CrossPointe Attribute

Negotiated Attributes Processing Rules

1 Batch ID 9(10) • Required, unique • Generated by CC • Not necessarily a sequential number.

CP will do table lookups to determine if this is a duplicate file

2 Report Name x(40) NA X(40) • User entered • CP agreed to keep on the file as it

may be useful for future reporting 3 Report Description x(40) • User entered

• CP agreed to keep on the file as it may be useful for future reporting

4 Report Received Date mm/dd/yyyy • System generated when export file created

5 Employee First Name X(32) 6 Employee Last Name X(32) 7 Employee ID X(48) X(10) • Convert existing CC id’s to CP 10

position ID’s • CP will be the system to

generate employee ID’s • Add, Changes, deletes are

currently handled manually by FLVS and current strategy is to continue with this process

8 Report Amount Total 9(5)V99 Sum total of amount claimed on expense report

9 Entry Date X(8) Date entered on expense entry (mmddyyyy). Transaction date.

10 Transaction Description

X(64) Transaction “Description”, “Origin/Dest”, “Business Purpose”

11 Expense Description X(32) Expense type label; i.e. Airline, Breakfast, etc.

12 Amount Claimed 9(5)V99 This is the original total amount of the expense transaction entered by employee.

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Ref Field Name Concur Attribute

CrossPointe Attribute

Negotiated Attributes Processing Rules

13 Fund X(3) 14 Function X(4) 15 Object X(4) 16 Requesting Center X(4) 16 Project Code X(5)

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Interface Specifications

Enterprise ETime Interface

Last Update 02/28/2007

Ref Field Name

Enterprise ETime Attributes

CrossPointe Attribute

Negotiated Attributes Processing Rules

Pay Period mmddyyyy Pay period start and end dates same format as the Pay Period

Transactional fields (multiple per file) 1 Employee ID X(10) • Will match the CrossPointe employee

id • Need to define how New employees

will be added to the TA system • Need to create a 1 time conversion

to provide EETime with existing employee ID’s

2 Time Type X(3) Can be coded, but the types are regular, overtime, sick leave, annual leave. Personal Holiday

3 Time 9(2).99 In hours, ie 8.00, cannot be less than .5 or greater than 24 for daily records

4 Time Unit X(1) By reporting daily this should not be needed, but the units were days or hours H=Hours, D=Days,

5 Department X(4) FLVS will have to provide the valid department codes

6 Pay Period mmddyyyy Actual date that the daily hours reflect.

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Communication Info Layout - CrossPointe Benergy Comma delimited file Insure no values contain commas Also, no values should have apostrophes Items highlighted in yellow are required All others are optional

File Characteristics - Communications File File Name 1430_FLVS_comm.csv Input/Output Out of CrossPointe into Benergy Frequency typically generated and transmitted at the same time the Employee file is transmitted Notes filename is case sensitive

File Definition Matrix Field No. Field Name

Data

Type Source

Default Value,

Format, Formula, Comments

Acceptable Values

1 Action Char Note: an “Add” transaction will be ignored if the employee already exists.

A = Add U = Update D = Delete

2 User ID Char Defaults to: first letter of first name concatenated with last name concatenated with last four digits of SSN. Remove all spaces and punctuation *** Must match the UserName used on the Employee File ***

3 Password Char For FLVS use 2 digit birth month + 4 digit birth year (e.g. 061961)

4 User Group ID Char For FLVS hard code to: All 5 Last Name Char 6 First Name Char 7 Middle Initial Char 8 Email Address Char . 9 SSN Char Format: 999-99-9999

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Field No. Field Name

Data

Type Source

Default Value,

Format, Formula, Comments

Acceptable Values

10 Plan(s) Enrolled In

Char Leave Blank

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Employee Benefit Info Layout Benergy extract CrossPointe Comma delimited file Insure no values contain commas Also, no values should have apostrophes Items highlighted in yellow are required; others are optional

File Characteristics - Employee File File Name 1430_FLVS_EE.csv Input/Output Output of Benergy Input into CrossPointe Frequency Weekly Notes filename is case sensitive

File Definition Matrix

Field Name Data

Type Source

Default Value,

Format, Formula, Comments

Acceptable Values (examples)

Plan Type Char

Plan Description Char Blue Cross Blue Shield PPO Plan Group Basic Life & AD&D Insurance Group Dental Insurance CompBenefits Vision Insurance Medical Flexible Spending Account Long Term Disability Dependent Care Flexible Spending Account Etc.

Tier Level Char Employee Only Employee & Spouse Employee & Child(ren) Family

Employee ID Char CrossPointe Employee-ID SSN4 Char 9999 Last Name Char First Name Char

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Field Name Data

Type Source

Default Value,

Format, Formula, Comments

Acceptable Values (examples)

Employee Premium Num Format: 9,999.99 Effective Date Date Format: MM/DD/YYYY (10 positions, including the two slashes) Termination Date Date Format: MM/DD/YYYY (10 positions, including the two slashes) Life Value Num 99,999,999

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Employee Info Layout Comma delimited file Insure no values contain commas Also, no values should have apostrophes Items highlighted in yellow are required Items highlighted in fuchsia are typically used All others are optional

File Characteristics - Employee File File Name 1430_FLVS_EE.csv Input/Output Output Frequency Weekly Notes filename is case sensitive

File Definition Matrix

Field Name Data

Type Source

Default Value,

Format, Formula, Comments

Acceptable Values

UserId Char First letter of first name concatenated with last name concatenated with last four digits of SSN. Remove all spaces and punctuation.

Prefix Char Mr. Mrs. Ms. Dr.

FirstName Char MiddleName Char LastName Char Suffix Char SSN Num Format: 999999999 UniqueID Char Use an identifier that uniquely identifies the employee (CrossPointe Employee-ID) DateOfBirth Date Format: MM/DD/YYYY Gender Char Male

Female

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Field Name Data

Type Source

Default Value,

Format, Formula, Comments

Acceptable Values

MaritalStatus Char Set to “Other” for everyone (no impact on benefits, but is required so put “Other”) (send Nate where they could put this data)

Common Law Marriage Divorced Domestic Partner Legally Separated Married Other Single Widowed

Language Char Default Default to ‘ENGLISH’ English Spanish French

DateHired Date Format: MM/DD/YYYY; hire date as benefit eligible – make sure Personnel puts this date on H516!!!

FirstPayDate Date SalaryEffectiveDate Date Format: MM/DD/YYYY (any benefit that is based on salary –like life insurance, if

benefit immediately increases); LTD is affected by this information; supply salary affective date

Salary Num Format: 999999.99 SalaryFrequency Char Annually

NIN- project 8 hours/261 days for these (Kathy Warnick)

Annually Monthly Semi-Monthly Bi-Weekly Weekly Bi-Monthly Hourly Daily

PayFrequency Char For FLVS use: Semi-Monthly

Annually Monthly Semi-Monthly Bi-Weekly Weekly Bi-Monthly 9 pay 10 pay 25 pay 48 pay

EmploymentStatus Char Don’t worry about “Active but non enrollable”

Active Active but not enrollable

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Field Name Data

Type Source

Default Value,

Format, Formula, Comments

Acceptable Values

Active / Terminated / Leave of Absence “Retired” but considered terminated

Leave Of Absence Retired Terminated

EmploymentType Char Full-time Full-time Part-time Contractor Temp Other Test Employee COBRA

PaySchedule Char For FLVS Hard Code to: semi-monthly (yes – send as it is shown here)

DisabilityIndicator Char

TobaccoUser Char Height Num

Weight Num

IsHomeMilitaryAddress Char Address1 Char Replace any commas with a space (mailing address) Address2 Char Replace any commas with a space Address3 Char Replace any commas with a space Address4 Char Replace any commas with a space

City Char

County Char State Char AL, AK, AZ, AR, CA, CO,

CT, DE, DC, FL, GA, GU, HI, ID, IL, IN, IA, KS, KY, LA, MA, MD, ME, MI, MN, MS, MO, MT, NE, NV, NH, NJ, NM, NY, NC, OK, OR, PA, PR, RI, SC, SD, TN, TX, UT, VT, VA, WA, WV, WI, WY, AB, BC, MB, NB, NL, NS, NT, NU, ON, PE, QC, SK, YT, AA, AE, AP, Other

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Field Name Data

Type Source

Default Value,

Format, Formula, Comments

Acceptable Values

ZipCode Char Format = 99999 (zip+4 is okay – with our without the dash) Region Char Country Char United States

Canada Unknown

PhoneCountryCode Num HomePhoneNumber Num Format = 9999999999 (Baily Group – please send this); FLVS will answer if this

should be sent

PhoneType1 Char Home Home-Fax Mobile Pager Work Work-Fax Other

PhoneNumber1 Num PhoneType2 Char Home

Home-Fax Mobile Pager Work Work-Fax Other

PhoneNumber2 Num Email Char DateTerminated Date Format = MM/DD/YYYY (last day of work – but benefits continue thru month-end;

Benergy figures out last eligibility)

SalaryGrade Char HoursPerWeek Num DepartmentCode Char LocationCode Char BusinessUnit Char CostCenter Char EmployeeID Char CrossPointe Employee ID Union Char

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Field Name Data

Type Source

Default Value,

Format, Formula, Comments

Acceptable Values

FLSA Char Exempt Non-Exemp

Hourly/Salary Char Hourly Salary

JobClass Char CensusCode Char Occupation Char Title Char WorkNumber Num WorkExtension Num WorkEmail Char WorkIsMilitaryAddress Char

WorkAddress1 Char

WorkAddress2 Char

WorkAddress3 Char

WorkAddress4 Char

WorkCity Char

WorkCounty Char

WorkState Char Same as State

WorkZipCode Char

WorkRegion Char

WorkCountry Char Same as Country

ContactFirstName Char ContactLastName Char ContactRelation Char ContactHome Num ContactNumber Num ContactNumberExtension Num